Keep identity, service history and due work separate
Use one asset code consistently across the vehicle register, service log and work orders. Registration plates can change; the internal asset code should remain stable. The downloadable service log records the service date, meter unit, reading, observation, action, next due date and responsible person. It is a blank working structure, not an OEM service schedule.
Establish a reliable meter baseline
Choose miles, kilometres or operating hours for each vehicle. Confirm that historical readings use the same unit and distinguish a meter replacement from an ordinary reading. In PreventiveHQ, import the base asset and create its vehicle profile separately. Manual fuel entries can retain receipt cost and a meter reading; this is not a fuel-card or telematics connection.
Turn a row into owned work
A spreadsheet reminder has value only when someone acts on it. For each open defect, record an owner and a required action. Use the vehicle inspection template to record observations. Keep unsafe vehicles out of service until the repair has been verified. Establish service intervals from the vehicle instructions and operating conditions.
Move across in a controlled batch
Download the asset register CSV for the actual import. The separate fleet service log is a reference workbook and is not accepted as service-history import data. Pilot a few vehicles, reconcile their identifiers and meter values, then create their schedules and run one real job. Keep the previous service history available while you validate the new process.